====== Processes and Procedures ======

===== 1. Introduction =====

The processes and procedures essential for the efficient operation of Unicis are described in this document. It is designed to keep employees and the open-source community connected and productive.

===== 2. Onboarding Process =====

  * **Welcome Packet:** New hires receive a link to [[:start|Unicis Handbook]] company information, tools setup guides, and contact details.
  * **Orientation:** Conduct a virtual reading of the handbook to introduce new hires to the team, [[..:company:unicis#culture|culture]], essential [[..:trust_center|procedures]], and [[..:company:communications|communication]] guidelines.
  * **Equipment:** Right now, we don’t give new employees any equipment. They are supposed to use their personal devices and adjust to what they need to work without any interference.
  * **Training:** Provide access to training materials and schedule introductory meetings with relevant team members and [[..:company:leadership|leaders]].

===== 3. Communication Guidelines =====

  * **Tools:** Use company-approved tools for communication see full list at company [[..:operations:tech_stack_applications|Tech Stack Applications]].
  * **Response Time:** Aim to respond to messages and emails within 24 hours during business days.
  * **Status Updates:** Update your status on communication tools to indicate availability (e.g., available, in a meeting, away).
  * **Community Interaction:** Engage with the community on open-source platforms regularly, addressing issues, providing feedback, and fostering collaboration.

===== 4. Daily Operations =====

  * **Start of Day Check-In:** Employees must check in with their team leader or manager at the start of their workday via the designated communication tool.
  * **Task Management:** Use a project management tool (e.g., [[..:operations:service_vendor_providers#gitlab|GitLab Project]] and [[..:operations:tech_stack_applications#openproject|OpenProject]]) to track tasks, deadlines, and project progress.
  * **Breaks:** Regular breaks are necessary to maintain productivity and well-being. Take a 5- to 10-minute break every hour.

===== 5. Meetings and Collaboration =====

  * **Scheduling:** Use a shared calendar (e.g., [[..:operations:tech_stack_applications#calendar|Unicis Intranet Calendar]]) to schedule meetings and avoid conflicts.
  * **Agendas:** Distribute [[..:company:communications#meeting_agendas|meeting agendas]] at least 24 hours in advance. Stick to the agenda to ensure efficient use of time.
  * **Minutes:** Assign a note-taker for each meeting to document key points and action items. Share minutes within 24 hours post-meeting.
  * **Collaboration Tools:** Use collaborative tools (e.g., [[..:operations:tech_stack_applications#netxcloud|Nextcloud]], [[..:operations:tech_stack_applications#drawio|Draw.IO]], [[..:operations:tech_stack_applications#notes|Notes]], [[..:operations:tech_stack_applications#openproject|OpenProject]]) for real-time editing and brainstorming sessions.

===== 6. Community Engagement =====

  * **Contribution Guidelines:** Provide clear guidelines for community contributions, including coding standards, documentation practices, and submission procedures.
  * **Mentorship:** Assign mentors to new community contributors to help them get started and integrate into the project.
  * **Recognition:** Acknowledge and celebrate community contributions through regular shout-outs, contributor spotlights, and other recognition methods.

===== 7. Performance Management =====

  * **Goals Setting:** Set clear, measurable goals for each employee and review them quarterly.
  * **Feedback:** Provide regular, constructive feedback through one-on-one meetings and performance reviews.
  * **Recognition:** Recognize and celebrate achievements and milestones during team meetings and via communication tools.

===== 8. Data Security and Confidentiality =====

  * **IT Security Policy:** Follow the [[.policies:it_security_policy|IT Security Policy]].

===== 9. Technical Support =====

  * **Help Desk:** Provide a [[..:operations:tech_stack_applications|FreeScout]] virtual help desk for technical support. Ensure employees and community members know how to submit tickets or request assistance.
  * **Response Time:** Aim to respond to technical issues within 2 hours during business days.
  * **Training:** In the [[:start|Unicis handbook]], we provide regular updates regarding new tools, software updates, and best practices.

===== 10. Employee and Community Well-being =====

  * **Mental Health:** Encourage employees and community members to take mental health days when needed. Provide access to mental health resources and support.
  * **Work-Life Balance:** Promote a healthy work-life balance by respecting working hours and discouraging after-hours work.
  * **Social Activities:** Organize virtual social events (e.g., happy hours, game nights) to build team and community camaraderie.

===== 11. Compliance and Reporting =====

  * **Compliance:** Ensure all employees and community members comply with company [[policies|policies]].
  * **Reporting:** Regularly report on team performance, project status, and any issues to senior management and the community.
  * **Audits:** Conduct [[..:trust_center|periodic audits]] to ensure compliance with internal policies and external regulations.

===== 12. Termination Procedures =====

  * **Notice:** Provide reasonable notice for termination or changes in employment status.
  * **Equipment Return:** Arrange for the return of all company-owned equipment. Provide a pre-paid shipping label if necessary.
  * **Exit Interview:** Conduct a virtual exit interview to gather feedback and address any final concerns.